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Item – Adding a New Purchased (Inventory) Item

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Items are part of the Inventory section of the Operations module of Restaurant365.

To begin the process of adding a new inventory item to Restaurant365, click on ‘Item’ in the top ribbon. Then select ‘New Purchased Item’.The ‘New Purchased Item’ window appears. You will want to enter an item for everything that is counted as part of a physical stock count. This may include ingredients, spices, supplies, paper, packaging and so forth. Enter the Name, Number, and Description for each item.In the ‘General Tab’ enter the ‘Name’ of the item, ‘Type’ should remain as ‘Purchased’.  You can enter an Item ‘Number’ and an Item ‘Description’ if needed.  If you will selling this item on an AR Invoice, check the ‘Available in AR Invoice’ check box.
 

 

Next, select the Inventory Cost tab. Enter the ‘Cost Account’ (The Cost Account is the expense account that will be adjusted on the Profit and Loss report or Prime Cost report. For example, if my item is Milk, this might be ‘Dairy Cost’). Next, enter the ‘Inventory Account’ (The Inventory Account is the asset account used to value this account at the end of a period. It is displayed on the Balance Sheet. For example, if my item is Milk, this might be ‘Food Inventory’). Next, enter the ‘Inventory U of M’ (this is the unit of measure you consider to be one full unit of this item when counting), and ‘Inventory Cost’ (This is not necessarily the unit price you pay to your vendor for this item but rather it is the price you pay for the unit of measure you entered in the Stock Count U of M field. So if you purchase by the case but are counting by the cans, make sure you convert the purchase price from per case to per can. Then enter the per can cost here. You will update these prices manually as your vendors make price adjustments. Inventory is always valued using the unit price in this field times the quantity on hand when a stock count is made).  You may also add a ‘Waste Account’ if you plan on using the Waste Log functionality.

 

Next, select the Purchasing tab.  Enter the ‘Default Purchase U of M’ (How it is received from the vendor), Select the appropriate ‘Cost Update Method’ (Manual, Auto Update From Invoice, Auto Update Avg Last 3 invoices).  You may enter the optional fields as well, Par Qty, Brand, and Yield Percent.

If your ‘Default Purchase U of M’ and ‘Inventory U of M’ are different types then you will need to update the ‘U of M Equivalence’ tab.  For example If your Purchase U of M is ‘4/1 Gal’ (a Volume U of M) and your Inventory U of M is Jug (an Each U of M), you will need to tell the system how many Jugs are in the Purchase U of M.  For this example, ‘Volume Qty’ would be 1, Volume U of M would be ‘4/1 Gal’ and ‘Each Qty’ would be 4, ‘Each U of M’ would be ‘Jug’.  This will tell the system that there are 4 Jugs in the 4/1 Gal package.

The four remaining tabs are informational, ‘Transactions’ (shows the list of transactions that has this item), ‘Recipes On’ (shows the recipes this item is used in), ‘Vendor Items’ (shows all the Vendor Items created for this item), and ‘Item Locations’ (shows all the item locations created for this item).

 

Lastly, hit the ‘Save & Close’ button and your new item is added to the inventory list. Be sure to go into the respective stock count templates for each location and add the item to the storage location where it will be counted.

To see a list of all existing items, be sure you are in the ‘Operations’ module in the Navigation Pane and then click on ‘Items’ in the Inventory section.That covers adding a new inventory item. Thank you for attending this training session. This article is one of many training sessions available to you on-demand. We invite you to continue your training so that you can get the most out of Restaurant365 to help your restaurant reach it’s full potential.

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